How to Handle an Employee Who Goes AWOL: A Guide for Small Business Owners in 2026
It can be worrying and frustrating to deal with unauthorised absence in the UK, especially when an employee suddenly stops attending work and does not respond to any attempts to contact them. For small businesses, this creates operational pressure as well as concerns about safety, wellbeing and legal risk.
If an employee disappears without explanation, it is important to respond calmly, follow a clear process and keep accurate records. Here is a step-by-step guide for UK employers on what to do in 2026.
1. Check the Employee Is Safe
Your first priority should be the employee’s wellbeing. Start from a position of genuine concern.
Attempt to contact them through various methods, including:
- Phone calls
- Text messages
- Email
- Messaging apps if normally used
If you cannot reach them, check their emergency contact details and attempt to make contact through that route.
If there is any reason to believe the employee may be at risk, contact the police to request a welfare check. This demonstrates care and protects your business should questions arise later.
2. Follow Your Unauthorised Absence UK Procedure
Once you have taken steps to check the employee’s safety, follow your organisation’s unauthorised absence procedure.
Your policy should outline:
- The steps for contacting the employee
- Timeframes for escalation
- When to issue formal communication
- How and when disciplinary action may be taken
If you do not have a clear policy in place, now is the time to introduce one. Consistent procedures protect both the business and the individual.
3. Keep a Clear Record of Everything
Documentation is essential, especially if the situation becomes a disciplinary matter.
Record:
- Dates and times of attempted contact
- Methods used (phone call, text, email)
- Any messages left
- Any emergency contact attempts
- Any responses or lack of response
These records demonstrate that you acted reasonably and fairly throughout the process.
4. Allow Time for the Employee to Respond
If there is still no communication, send a formal letter requesting an explanation for the absence.
Provide a reasonable timeframe for a response—typically between 7 and 14 days depending on the circumstances.
Make the expectations clear and include:
- The reason you are writing
- What information you need from them
- The deadline for responding
- The potential consequences if they do not reply
This ensures transparency and fairness.
5. Begin Formal Action if There Is Still No Contact
If the employee continues to be unreachable, you may start a disciplinary process for unauthorised absence or failure to follow attendance procedures.
Your next steps should include:
- Conducting a fair investigation
- Reviewing the documentation you have gathered
- Giving the employee an opportunity to respond
- Following your standard disciplinary procedure before making any decisions
Dismissal should only be considered once all formal steps have been followed and you have acted reasonably.
6. Prepare for Their Return
If the employee eventually returns, hold a return-to-work meeting to understand what happened.
Discuss:
- The reason for the absence
- Any underlying issues
- Whether support is needed
- Expectations moving forward
- Any consequences where appropriate
Approaching the conversation calmly helps maintain trust and ensures the situation is resolved professionally.
Why Process Matters
When an employee disappears, it is easy to feel frustrated or impatient. However, taking a structured, fair and legally compliant approach protects your business from risk and shows that you have acted reasonably throughout.
If you need support creating or reviewing your unauthorised absence policy, or handling a current AWOL situation, we can help.
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